05. Safeguarding and Child Protection

Village Hope International (VHI) affirms that the safety, dignity, and wellbeing of children are non-negotiable priorities. As an organization dedicated to empowering vulnerable children through education, healthcare, and holistic support, VHI is committed to creating environments where every child is protected from harm, respected as an individual, and supported to thrive.

This section outlines the safeguarding principles, policies, and procedures that govern all VHI activities, ensuring full compliance with:

• U.S. Federal and California State Child Protection Laws, including mandated reporting and background screening.

• International Safeguarding Standards, including child rights conventions and humanitarian protection protocols.

• Organizational Ethics, rooted in dignity, accountability, and trauma-informed care.

Zero Tolerance for Abuse and Exploitation

Village Hope International maintains a zero-tolerance policy toward any form of abuse, neglect, exploitation, or violence against children. This includes physical, emotional, sexual, and digital harm. All allegations will be taken seriously, investigated promptly, and addressed with appropriate legal and organizational action.

Safe Recruitment and Vetting

• All staff, volunteers, and contractors working directly or indirectly with children must undergo thorough background checks, including criminal history screening.

• References and prior employment records will be verified to assess suitability for child-facing roles.

• Safeguarding responsibilities are clearly outlined in job descriptions, contracts, and onboarding materials.

Training and Capacity Building

• All personnel will receive mandatory safeguarding training upon onboarding and at regular intervals thereafter.

• Training includes recognizing signs of abuse, understanding reporting procedures, and practicing trauma-informed engagement.

• Specialized modules are provided for field staff, caregivers, and community partners.

Child-Centered Program Design

• Programs are designed to prioritize the physical and emotional safety of children, with age-appropriate participation and feedback mechanisms.

• Children are never used for fundraising or promotional purposes without informed consent and safeguarding review.

• All activities involving children must be supervised by trained adults and conducted in safe, inclusive environments.

Reporting and Response Protocols

• Any suspicion, disclosure, or observation of child abuse must be reported immediately to the designated Safeguarding Officer or Executive Director.

• Reports can be made confidentially via email (info@villagehopeinternational.org), phone, or in person.

• VHI complies with California’s mandated reporting laws and will notify appropriate authorities when required.

Digital Safety and Privacy

• Children’s identities, images, and personal data are protected in all communications, reports, and digital platforms.

• Consent protocols are strictly followed for any media or storytelling involving children.

• Online engagement is monitored to prevent cyberbullying, exploitation, or unauthorized contact.

Community Engagement and Empowerment

• VHI works closely with caregivers, schools, health centers and local leaders to build community-based safeguarding networks.

• Caregivers receive training on child protection, emotional wellbeing, and positive parenting.

• Children are encouraged to express concerns and participate in shaping safe program environments.

Monitoring and Continuous Improvement

• Safeguarding practices are regularly reviewed through audits, feedback, and incident tracking.

• Lessons learned are integrated into policy updates, staff development, and program redesign.

• VHI remains committed to evolving its safeguarding framework in line with emerging risks and global standards.

 

06. Conflict of Interest Policy

Village Hope International (VHI) is committed to maintaining the highest standards of integrity, transparency, and accountability in all organizational decisions and relationships. To preserve public trust and ensure that all actions serve the best interests of the children and communities we support, VHI has adopted this Conflict of Interest Policy to identify, disclose, and manage potential conflicts across all levels of the organization.

Definition of Conflict of Interest

A conflict of interest arises when an individual’s personal, financial, or professional interests, whether direct or indirect, could compromise or appear to compromise their ability to act in the best interests of Village Hope International. This includes situations where:

• Personal gain may influence decision-making.

• Relationships with vendors, donors, or partners may bias judgment.

• Outside employment or board service may interfere with VHI responsibilities.

• Access to privileged information could be used for non-organizational benefit.

Covered Individuals

This policy applies to:

• Board members and executive leadership.

• Employees and contractors.

• Volunteers and interns.

• Advisors and consultants.

• Any individual with decision-making authority or access to confidential information.

Disclosure Requirements

• All covered individuals must complete an annual Conflict of Interest Disclosure Form.

• Any potential conflict must be disclosed immediately to the Executive Director or designated Compliance Officer.

• Disclosures must include the nature of the relationship, financial interest, or external affiliation that may pose a conflict.

Review and Determination

• Disclosed conflicts will be reviewed by the Executive Director and/or Board Ethics Committee.

If a conflict is confirmed, appropriate steps will be taken to mitigate risk, which may include:

• Recusal from related decisions or votes.

• Termination of conflicting relationships or contracts.

• Formal documentation of the resolution process.

Prohibited Conduct

• No individual may use their position at VHI for personal enrichment or to benefit family members, associates, or affiliated entities.

• Gifts, favors, or compensation from vendors, donors, or beneficiaries that could influence decision-making are strictly prohibited.

• Insider information may not be used for personal advantage or shared outside the organization.

Board of Governance and IRS Compliance

• VHI’s Board of Directors shall maintain a written record of all conflict disclosures and resolutions, as required by IRS Form 990 and California nonprofit law.

• Board members must recuse themselves from any vote or discussion where a conflict exists.

• The Board shall periodically review this policy to ensure continued compliance and relevance.

Accountability and Enforcement

• Violations of this policy may result in disciplinary action, including termination of employment, removal from board service, or legal referral.

• VHI encourages a culture of transparency and ethical vigilance, where concerns can be raised without fear of retaliation.

 

07. Financial Integrity and Transparency

Village Hope International (VHI) is entrusted with resources that directly impact the lives of vulnerable children and families. As stewards of public and donor trust, VHI is committed to the highest standards of financial integrity, lawful compliance, and transparent reporting. This section outlines the principles and practices that govern our financial management across all programs and operations.

Stewardship of Donor Funds

• All donations, grants, and sponsorships are used exclusively for mission-aligned purposes, in accordance with donor intent and legal requirements.

• Restricted funds are tracked separately and applied only to designated programs or initiatives.

• VHI avoids excessive overhead and prioritizes direct service delivery, while ensuring adequate investment in infrastructure and sustainability.

Compliance with Legal and Regulatory Standards

• VHI complies fully with U.S. federal tax law, including IRS 501(c)(3) regulations, Form 990 filing, and charitable solicitation rules.

• All financial activities adhere to California’s Nonprofit Integrity Act, including independent audits (as applicable), board financial oversight, and donor disclosure requirements.

• International transactions and program expenditures follow host country laws and ethical procurement standards.

Internal Controls and Risk Management

• VHI maintains robust internal controls to prevent fraud, misappropriation, and financial mismanagement.

• Segregation of duties, dual authorization for expenditures, and secure financial systems are enforced organization wide.

• Regular financial reviews and risk assessments are conducted to identify vulnerabilities and strengthen safeguards.

Transparency and Public Accountability

• Annual financial statements, IRS Form 990, and impact reports are made available to donors, partners, and the public via the VHI website and upon request.

• Donor communications include clear breakdowns of program costs, administrative expenses, and measurable outcomes.

• VHI welcomes inquiries and feedback regarding financial practices and impact reporting.

Board Oversight and Fiscal Governance

• The Board of Directors reviews and approves annual budgets, financial statements, and audit findings.

• A designated Finance Committee or Treasurer monitors financial performance, investment policies, and compliance.

• Board members receive regular training on nonprofit fiscal responsibilities and ethical stewardship.

Ethical Fundraising and Resource Development

• All fundraising activities are conducted with honesty, respect, and transparency.

• VHI does not engage in coercive, misleading, or manipulative solicitation practices.

• Donor privacy is protected, and personal information is never sold or shared without consent.

Audit and Financial Review

• VHI undergoes independent financial audits or reviews as required by law and donor agreements.

• Findings are shared with the Board and used to inform strategic planning and operational improvements.

• Corrective actions are taken promptly in response to audit recommendations or identified discrepancies.

 

08. Whistleblower Protection Policy

Village Hope International (VHI) is committed to fostering a culture of integrity, transparency, and ethical accountability. To ensure that misconduct, fraud, or unethical behavior can be reported without fear of retaliation, VHI has established this Whistleblower Protection Policy. It empowers individuals to speak up when they witness wrongdoing and safeguards their rights throughout the reporting process.

Purpose and Commitment

This policy is designed to:

• Encourage the reporting of suspected violations of law, organizational policy, or ethical standards.

• Protect whistleblowers from retaliation, harassment, or adverse consequences.

• Ensure that all reports are investigated fairly, promptly, and confidentially.

• Strengthen VHI’s commitment to lawful, transparent, and mission-driven operations.

Who Is Protected

This policy applies to:

• Employees, contractors, and interns.

• Volunteers and board members.

• Donors, partners, and beneficiaries.

• Any individual who reports a concern in good faith related to VHI’s operations.

Reportable Concerns

Whistleblowers are encouraged to report concerns including, but not limited to:

• Financial fraud, embezzlement, or misuse of donor funds.

• Violations of laws or regulatory requirements.

• Abuse, exploitation, or neglect of children or vulnerable individuals.

• Discrimination, harassment, or unsafe workplace behavior.

• Conflicts of interest or breaches of this Code of Conduct and Ethics.

• Retaliation against individuals who report misconduct.

Reporting Channels

Reports may be submitted through the following confidential avenues:

• Email: info@villagehopeinternational.org

• Phone: +1 (747) 295-8888 (ask for the Ethics Lead or Executive Director).

• Mail: Attn: Whistleblower Protection, 11657 Oxnard Street #220, North Hollywood, CA 91606, USA.

• In-Person: By appointment with the designated Ethics Lead.

Anonymous reports are accepted and will be investigated to the extent possible based on the information provided.

Protection Against Retaliation

Village Hope International strictly prohibits retaliation against any individual who, in good faith, reports a concern or participates in an investigation. Retaliation includes, but is not limited to:

• Termination, demotion, or denial of promotion.

• Harassment, intimidation, or exclusion.

• Negative performance reviews or disciplinary action.

Any act of retaliation will result in disciplinary measures, up to and including termination of employment or board service.

Investigation and Resolution

• All reports will be reviewed promptly and impartially by the designated Ethics Lead or Executive Director.

• Investigations will be conducted confidentially, with respect for all parties involved.

• Findings and corrective actions will be documented and shared with relevant leadership.

• Legal authorities will be notified when required by law.

Awareness and Training

• All staff, volunteers, and board members will be informed of this policy during onboarding and through periodic training.

• VHI will promote a safe and open reporting culture, where ethical concerns are addressed constructively and without fear.

 

09. Data Protection and Privacy

Village Hope International (VHI) is committed to safeguarding the personal information of all individuals connected to its mission including children, caregivers, donors, staff, and partners. As a values-driven nonprofit operating across borders, VHI upholds the highest standards of data ethics, privacy protection, and lawful compliance in all its digital and physical recordkeeping practices.

This section outlines the principles and protocols that govern how VHI collects, stores, uses, and shares personal data, ensuring transparency, accountability, and respect for individual rights.

Scope of Protected Data

VHI protects all personally identifiable information (PII), including but not limited to:

• Names, addresses, phone numbers, and email contacts.

• Health records, educational data, and sponsorship details.

• Financial information related to donations or transactions.

• Photographs, videos, and digital media involving children or beneficiaries.

• Any other data that could reasonably identify an individual.

Legal and Regulatory Compliance

• VHI complies with all applicable U.S. privacy laws, including the California Consumer Privacy Act (CCPA) and federal data protection regulations.

• International operations adhere to host country laws and global standards such as the General Data Protection Regulation (GDPR) where applicable.

• Donor and beneficiary data is handled in accordance with IRS guidelines for charitable organizations.

Data Collection and Consent

• Personal data is collected only for mission-aligned purposes, such as program delivery, donor engagement, and impact reporting.

• Informed consent is obtained prior to collecting or using personal information, especially for children and vulnerable individuals.

• Individuals have the right to access, correct, or request deletion of their data at any time.

Data Storage and Security

• VHI employs secure digital systems and physical safeguards to protect data from unauthorized access, loss, or misuse.

• Access to sensitive data is restricted to authorized personnel with a legitimate operational need.

• Regular audits and cybersecurity reviews are conducted to ensure ongoing protection.

Use and Sharing of Data

• Data is used solely for organizational purposes and is never sold or shared with third parties for commercial gain.

• Any sharing of data with partners or vendors is governed by formal agreements that include confidentiality and data protection clauses.

• Media and storytelling involving children or beneficiaries require explicit consent and safeguarding review.

Digital Communications and Online Privacy

• VHI’s website, email systems, and digital platforms comply with privacy best practices, including opt-in mechanisms and unsubscribe options.

• Cookies and analytics tools are used responsibly and transparently, with user control over data preferences.

• Online engagement with children is strictly monitored and limited to safe, age-appropriate platforms.

Training and Awareness

• All staff, volunteers, and board members receive training on data protection policies and ethical handling of personal information.

• VHI promotes a culture of privacy awareness, where individuals understand their responsibilities and rights.

Breach Notification and Response

• In the event of a data breach, VHI will notify affected individuals and relevant authorities in accordance with legal requirements.

• Immediate steps will be taken to contain the breach, investigate its cause, and prevent future incidents.

 

10. Final Affirmation and Acknowledgment

Village Hope International (VHI) affirms that ethical conduct is the foundation of its mission to serve vulnerable children and communities with dignity, compassion, and excellence. This Code of Conduct and Ethics reflects our shared values, legal obligations, and commitment to responsible stewardship across all levels of the organization.

By reading and signing this Code, everyone acknowledges their role in upholding the principles outlined herein and agrees to:

• Act with integrity, respect, and professionalism in all VHI-related activities.

• Comply with applicable laws, regulations, and organizational policies.

• Report any violations or concerns in good faith, without fear of retaliation.

• Protect the rights, safety, and privacy of children, caregivers, donors, and colleagues.

• Promote transparency, accountability, and continuous improvement in all operations.

This acknowledgment serves as a binding commitment to ethical service and lawful conduct. It is required for all board members, staff, Interns, volunteers, contractors, and partners engaged with Village Hope International.

Signature: …………………………………………………………

Name: …………………………………………………………………….

Role/Title ………………………………………………………….   

Date: …………………………………………………………………………

By signing above, I confirm that I have read, understood, and agreed to comply with the Village Hope International Code of Conduct and Ethics.